Governance in O365 | SharePoint Online Yes, You Can and Yes, You Should

1. Governance in O365 | SharePoint Online Yes, You Can and Yes, You Should Governance guidance for O365 and SharePoint Online Don Daubert Covenant Technology Partners Twitter @sharepointroxs ddaubert@mailctp.com

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3. Goal for this session… • Discussion\Dialog • Start having these conversations now rather than later • Haven't rolled out O365 Yet? Start Now • Already rolled out O365\Services? Start Yesterday! • Compromise • A good plan can only work with compromise • Have ideas and goals but don’t be afraid to listen and work through issues • Unity • You have to work together. Only one entity contributing to the Governance plan will fail

4. What is Governance? • Let’s Discuss • “Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflicts within an organization.” • Consistent user experience (Promotes better adoption) • A Governance team is a group of employees that work together to guide the decisions about how Office 365 is configured and consumed. • Define Stakeholders • Meet on a regular basis (Agenda) • Old Business • New Business • Future Business

5. Why do I need Governance? • To some this is obvious, to others it is not. Users may not understand the importance. Explain it to them. • Break down the wall between Users and IT • Understand features the platform offers and what changes will affect the systems when patches, upgrades, new features are rolled out. • O365 is a constantly changing and evolving beast • Understanding how the systems are being used and consumed. • This is a key component of a successful Governance plan. • Keeping the systems secure • From IT’s perspective this is the most important piece. • Monitor Growth, Usage, Auditing • Compliance, DLP, Threats, Data Archive • Cost, Manpower, Time

6. What is a Governance Plan? • Written documentation for regular reference and sharing with the organization. • Ask 6 different people and you’ll get 10 different answers • Keep it flexible (Compromise, Listen) • Make the documentation accessible and consumable. Written for End Users. IT jargon will not encourage involvement from Business Units. • Does not need to be a 50 page thesis • Start small and expand as needed. Just start

7. O365 Governance Team • Senior Management – To lend weight and enforce decisions. • HR Management – To makes sure rules and regulations are followed. • IT Management - To ensure decisions are within technical capabilities and to guide technology driven goals. • IT Personnel responsible for O365, EXO, SharePoint, Identity, etc • Business Units – The voice of the people, to encourage new technology, spark discussions around new solutions, efficiency, adoption, marketing. • Accounting • Finance • Marketing • Dev Teams

8. O365 Governance Plan • What to start with • Introduction stating purpose and audience • Definitions/Acronyms – Some jargon is inevitable. Explain it. • Roles and Responsibilities - Define the Governance Committee, BU’s, Vendors • Table of Contents

9. O365 Governance Plan Admin Account Governance • Admin Account Governance • Naming Convention • Appropriate use • Who? Level of permission? Admin account • On Prem vs Cloud consistency • Licensing

10. O365 Governance PlanSharePoint • SharePoint Site Governance • Who gets to create a site? Approval process? • Which site templates? • Site Monitoring\Auditing? What do you need to know • How do you avoid abandoned sites? Process to deal with • Manage access to sites? • Customize the access request process? • Site owner expectations? Permissions\Content • External Sharing? Rules? • Owners per site? Transition? Training • Compliance\regulatory requirements that affect SharePoint? • Microsoft Teams storage\usage of SharePoint? • Hub Sites?

11. O365 Governance PlanOneDrive For Business • OneDrive For Business Governance • External sharing? • If yes how often is access reviewed? • Compliance\regulatory requirements affect OneDrive? • Legal holds? Who? • What is appropriate usage of OneDrive at our organization? How is that being communicated to users? • What OneDrive training needs to be provided to Managers? • When one of their direct reports leaves the organization and they get notified about access to the user’s OneDrive? • Assigned to other Management Access?

12. O365 Governance PlanInformation Governance/ Data Governance • Information Governance/ Data Governance • Policies, Procedures, and Settings regarding sensitive information (social security numbers, PHI, customer lists, etc) • Compliance requirements? • Records Management? • What are our policies about document\data retention as they apply to SharePoint, OneDrive, Teams, Exchange.

13. O365 Governance PlanMicrosoft Teams Governance • Microsoft Teams Governance aka the Wild West • Who can create a Team? • Anyone\Admins • Creation Process? • Do we limit or monitor Team creation? • What is this process? • Team expiration policy? • Teams\Groups to make use of a naming convention prefix? • Teams abandonment? • Apps\Connectors\Giphy

14. O365 Governance PlanService Configuration Process Governance • Service Configuration Process Governance or Change Management • What changes in Office 365 Admin portal should be under strict change control? • What changes in Office 365 Admin portal should not be under change control?

15. O365 Governance PlanGeneral Usage Governance • General Usage Governance • “When to use what” ie Yammer vs Teams\SharePoint vs Teams vs ODFB • Monitor usage and reporting of workloads? • Measuring successful adoption? • HR Onboarding process integration\O365 training to new employees?

16. O365 Governance PlanLicense Governance • License Governance • Which license or licenses do you need? • Which users get which licenses? Rules • License options\adjustment when a license is assigned a user? • License assignment automation? Onboarding • Offboarding Process\License Reclaimed? • Responsible party for Licensing decisions? • Do you buy your Licenses monthly or annually? • From Microsoft or a reseller?

17. SharePoint Online Plan - General • Navigation/organization guidelines • Site Collections vs Subsites, Headers\Footers, What is in Nav vs What isn’t, End User communication • IT Resources\Processes • Who are the contacts • What is the process for common tasks or requests ie site creation\deletion • Permissions guidelines • Site provisioning • Requests and approval process • Content creation • Maintenance • User tips\Best Practices • Site Layouts, Webparts, visual organization, fonts, logos, colors etc.

18. SharePoint Online Plan - Detail • Site Organization – (Site Collection\Subsite\Hub Sites\Org Navigation) • Site Template Specifications – (Colors, Fonts, Web Parts, Icons, Logos) • New Site Collection\Subsite Criteria – (What goes where? Security) • Localization Spec and Variations - (Time Zones, Languages) • Storage Resources\Recycle Bin policies - (Quotas, Retention) • Site IA, Navigation and Site Design - (Hubs Sites?) • Library and List Settings - (Versioning, Approval, Content Types) • Site Collection\Subsite Security – (SP groups, AD Groups, O365 Groups, Inheritance) • IRM, DLP, eDiscovery – (Control, Compliance, Security, Legal) • External Sharing Controls – (Yes\No, Options, Auditing, Management) • Personal Device Management – (Tablets, Phones, SP, ODFB, Teams, Outlook) Intune? • Audit Logging and Reporting – (How much auditing, Who gets reports) • Site Lifecycle Management – (Monitoring, Stale Content, Abandoned) • Search - (What should be searched, Who sees results, custom results, people, detail)

19. Resources • Microsoft SharePoint Governance Plan Resources – • https://docs.microsoft.com/en-us/sharepoint/governance/governance#Downloadable%20resources%20about%20governance • Microsoft Governance framework template – • https://www.microsoft.com/en-us/download/details.aspx?id=54663 • Sample SharePoint Governance Plan –

20. Summary • Yes, this is a daunting task. Again start small and build. • Most attempts fail because of taking on too much, too soon, with input from only one stakeholder • Prioritize if you feel you're getting bogged down. Address the most important items first. • Keep the documentation fluid, compromise, listen, keep having your meeting. • Keep IT happy, Keep Users happy. • Governance with patience, tenacity, and with common goals.

21. Governance – Questions? Business Intelligence SQL Server Azure Office365 .NET Apps Project Management Forms & Workflow Intranets Extranets Websites SharePoint\Teams Sitecore HTML5/CSS3 Microsoft CRM Don Daubert Senior Consultant